Diary Manager - North West (Ref: 12241)

HM Prison and Probation Service; Birkenhead; On-site; GBP 25,000 - 30,000; Full time

Job summary

A governmental agency in Birkenhead is seeking a dedicated Secretary to provide administrative support to senior directors. Responsibilities include managing diaries, organizing meetings, and maintaining confidential records. The ideal candidate will have experience in executive support and proficiency in Microsoft Office. This role offers a comprehensive benefits package and the opportunity to contribute to an important public service.

Benefits

Civil Service pension

Access to learning and development

Flexible working options

Annual leave and public holidays

Qualifications

• Experience of managing diary of a senior executive.
• Experience providing a wide range of management support activities.

Responsibilities

• Manage Deputy Director's diary and scheduling.
• Provide secretarial and administrative support.
• Maintain electronic and manual filing systems.
• Take minutes at senior management meetings.

Skills

Diary management

Communication

Confidentiality

IT Skills

Education

NVQ Level 2 or equivalent

Tools

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

Job description

Overview

The role is to provide secretarial and administrative support to the Deputy Director or Head of Operational Function by acting as the primary point of contact and assisting in the management of the day to day running of the division, function or cluster through the key tasks of diary coordination, compilation of correspondence and documents and the organisations of meetings and other engagements. The job holder will have no line manager responsibilities.

Responsibilities, Activities & Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

• Manage Deputy Director or Head of Operational Function's Diary.
• Supporting the Deputy Director or Head of Operational Function in meeting business requirements by resolving conflicting demands in planning schedules.
• Efficient maintenance of the Deputy Director or Head of Operational Function's diary ensuring that time management is optimised.
• Acting as the first point of contact for the Deputy Director or Head of Operational Function, using initiative and responding to and/or directing queries to the relevant parties.
• Acting as a screening point for the Deputy Director or Head of Operational Function's telephone calls, general correspondence and e-mails, highlighting priority work and responding to queries using an understanding of Probation service delivery and the partnership map.
• Providing a full range of secretarial and administrative support and assistance to the Deputy Director or Head of Operational Function, producing a range of material from correspondence to complex confidential reports.
• Developing and maintaining comprehensive and up-to-date electronic and manual filing systems which support the operational delivery of Probation services and are effective in storing and retrieving key data.
• Support planning and finalisation of agendas for meetings, overseeing coordination and distribution of paperwork.
• Taking minutes at senior management meetings and distributing to relevant parties.
• Liaising directly with internal and external colleagues and partners to deal with enquiries and to coordinate appointments and engagements.
• Keeping up to date with changes in key external partnerships which relate to Probation service delivery.
• Contributing towards the organisation and coordination of large scale divisional events.
• Coordination and collation of meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors etc.
• Dealing with highly sensitive issues, acting with diplomacy and maintaining strict confidentiality at all times.
• Arranging business travel and accommodation for the Deputy Director or Head of Operational Function.

Use communication effectively

• Providing information, feedback and advice.
• Influencing and persuading.
• Participate in meetings where appropriate.
• Using appropriate skills, styles and approaches.

Enhance your own performance

• Manage own resources and professional development.

Use information to take critical decisions

• Liaise with staff to receive, collate and analyse information, using systems and compiling reports as necessary.
• Develop and utilise data to identify trends and take appropriate action to maintain and enhance performance.
• Plan, implement and manage systems for the exchange of sensitive information, data and intelligence.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alternations and additional tasks of a similar level that may be necessary. Significant adjustments may require re‑examination under the Job Evaluation Scheme and shall be discussed in the first instance with the Job Holder.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

Behaviours

• Working Together.
• Delivering at Pace.
• Making Effective Decisions.
• Changing and Improving.

Essential Experience

• Experience of managing diary of a senior executive.
• Experience of providing a wide range of management support activities.

Technical Requirements

• NVQ Level 2 or equivalent in a relevant subject (or appropriate practical experience).
• IT Skills: Microsoft Word, Excel, Outlook and PowerPoint.

Hours of Work (Unsocial Hours) Allowances

37, We'll assess you against these behaviours during the selection process:

• Changing and Improving.
• Delivering at Pace.
• Making Effective Decisions.

Benefits

• Access to learning and development.
• A working environment that supports a range of flexible working options to enhance your work life balance.
• A working culture which encourages inclusion and diversity.
• A Civil Service pension with an employer contribution of 28.97 %.
• Annual Leave.
• Public Holidays.
• Season Ticket Advance.

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in a new window) checks.

Nationality requirements

• UK nationals.
• Nationals of the Republic of Ireland.
• Nationals of Commonwealth countries who have the right to work in the UK.
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS).
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS).
• Individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020.
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service.

Further information on nationality requirements (opens in a new window).

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).